Patient Care Coordinator + Administrative Assistant That Master Nurse | Part-time | Calgary, AB Every outstanding client experience starts with a great first hello. That Master Nurse is a thriving medical aesthetics clinic in Calgary, offering advanced skin treatments within a culture built on collaboration, kindness and personal growth. We started in 2021 with one treatment room and a belief that results and kindness are not a trade-off. We introduced Morpheus8 and Lumecca IPL in 2022, opened TMN Academy in 2025 to train other practitioners in our field, and moved into our own beautiful space in central Calgary later that same year. We're growing, and we're looking for a Patient Care Coordinator + Administrative Assistant who will keep every provider's schedule full, look after our clients from their very first call, keep the clinic running smoothly and take real ownership of the day-to-day. What We're Most Proud Of You grow as we grow. We're building TMN with a long runway and new service lines. Join now and you're growing into something, not just filling a seat. You own your role. This isn't a wait-to-be-told job. Once you know how we work, you'll anticipate what's needed and get it done. We work smarter. We use AI and smart systems every day, and you'll be supported to use them well. We protect the vibe. A tight-knit team where people actually like each other and back each other up. Not a revolving door. Responsibilities Will Include As our Patient Care Coordinator + Administrative Assistant, you will:
- Welcome every client warmly and create a calm, polished first impression in our waiting area.
- Answer calls, texts, emails and DMs promptly, aiming to respond within the hour.




- Fill each provider's schedule by working directly with our nurse injectors and aestheticians and using client data and waitlists in Jane to book, rebook and confirm appointments.
- Make outbound calls to clients every day to fill openings, rebook treatments and follow up.
- Turn enquiries into bookings by inviting callers in, collecting their details and sharing our links and offers.
- Chat with waiting clients about their skincare and our services in a way that feels natural to you.
- Manage Whitney's inbox and keep communications organized and on track.
- Run our existing systems and processes consistently. You won't be building them from scratch.
- Coordinate clinic projects from start to finish, like sourcing quotes, booking trades and following up with vendors.
- Support events, promotions and client follow-up.
- Provide personal assistant support to Whitney (up to about 25% of the role). Who You'll Work With You'll work closely with Whitney, a registered nurse who spent more than a decade in community psychiatry before founding TMN in 2021. Since then, she has grown it from a single treatment room into the clinic and Academy it is today. That background shapes how the clinic operates: people come first, conversations are honest and our standard of care does not bend. You'll also work alongside our nurse injectors and aestheticians, who will rely on you to keep their days running smoothly so they can focus on their clients.



Who You Are
- Highly organized and proactive. You notice what needs doing and do it.
- Confident working independently, with strong judgement and critical thinking.
- Comfortable with technology and AI tools at an intermediate level or above, and keen to use them to work better.
- A warm, clear communicator in person, on the phone and in writing.
- Responsive by nature. An unanswered message doesn't sit well with you.
- Comfortable making outbound calls every day, inviting people in and talking about our services.
- Polished, punctual and professional, with a strong eye for the client experience.
- Experienced in a clinic, spa, hospitality or administrative role. Aesthetics experience is a bonus, not a requirement.
- Looking for a workplace that aligns with your values and gives you space to grow and thrive. Professional Growth We'll train you on our systems, our services and how we care for our clients. As TMN grows, so can your role, with more days and more responsibility for the right person.

What We Offer

- CA$24 to $26 per hour, based on experience.
- 3 days a week to start, with the opportunity to grow to 4.
- A warm, women-led team that genuinely enjoys working together.
- A beautiful clinic space in central Calgary.
- Training, mentorship and the tools to do your best work.
- Staff pricing on treatments and products. Pay: $24.00-$26.00 per hour Application question(s):
- Please share a brief note telling us why this role is a fit for you.
- What is one way you've used technology or AI to make your work easier?

Experience:
- front desk or administrative: 1 year (preferred) Work

Location:
In person

📌 Patient Care Coordinator + Administrative Assistant (Calgary)
🏢 That Master Nurse
📍 Calgary